Each Agency's Department structure is unique.  The Department structure you use is strictly up to your Agency. It is common to follow a similar layout as your budgeting process. Your allocation methodologies will be more accurate the more detailed you are in defining your Agency’s structure. 


The Departments only need to be entered once and will appear in every fiscal period. If there are changes to your Agency’s structure simply adjust the data in the Departments table as needed.


Using the Navigation Menu, open the Departments table in the workspace by clicking the View icon to the right of the Departments menu item.

 

In order to create a new Department, first click the “+” button and then fill out the fields in the table.

  • # - The row number in the table. This can be used to reorder the rows by typing into the field the position in which you would like the row to appear. 

  • Name - Name of the Department.

  • Number - Department number within the Agency.

  • Short Name - The Short Name is for an abbreviation that you might use for your longer department names. This name will replace the Name field in the Navigation Menu.

  • Description - Describes the nature and main responsibilities of the Department. This description is only necessary for a Central Report Item. This description will appear in the Narratives, which are published on the first page of every chapter within the report.

  • Fund(s) - Here, you can establish a relationship to one or more Fund. In the drop-down, select the Fund that is a parent to the Department you are editing. You can select more than one option.

    • If you do not see the Fund you need in the drop-down menu, navigate to the Funds Table and add the desired Fund.

  • Reallocation Admin - The Reallocation Admin determines how you are distributing your General Administration costs. The Gen Admin column is found on the Expenditures table and is where you can associate costs that do not belong to any other function. Here you choose whether you would like to allocate the costs in the Gen Admin column for this Department by:

    • Totals - Reallocates Gen Admin by the total expenditures per function.

    • Salaries - Reallocates Gen Admin in the same way that the Salaries Expenditure line is distributed.

  • Collectible - Unchecking the Collectible checkbox ensures the costs associated with the Department are not allocated in the cost plan. An example is a Department in which costs are not allowed, in the 2 CFR part 200 (i.e. Elections).


If you would like to quickly find the Department that you are looking for you can use the Name and Number filters at the top of the column to filter the table. Simply enter the value you are looking for in the Name or Number columns and the filter will limit the rows to only the values that match the terms you have typed into the filter.